Financial Coordinator

Financial Coordinator Job Description Reporting to the Senior Accountant for DAR Finance and Facilities, the Financial Coordinator is responsible for coordinating and completing all facilities and operational needs, as well as associated procurement processes for Development and Alumni Relations (DAR). DAR is a ~400 employee resources center performing essential fundraising activities for the Trustees of the University of Pennsylvania. Responsibilities & Duties Act as the primary contact for DAR facilities (FMC Tower, Sweeten Alumni House, remaining Franklin Building space, and 3910 Chestnut Street), coordinating with Facilities and Real Estate Services and vendors. Maintain a safe and clean space in FMC by reporting maintenance needs, repairs and required maintenance in a timely manner; submit service requests via Brandywine Connect and Pulse; open and manage deliveries and guest notifications. Maintain staff access, badges, lanyards and card holders; upload new staff information to Brandywine Connect and Pulse; ensure new staff badges submitted at least 48 hours before start date. Communicate facilities announcements, service disruptions and onboarding materials through proper channels; disseminate building information (fire drills, shelter‑in‑place drills, maintenance) to DAR‑East staff. Maintain master keys and key copies for all offices and cubicles. Coordinate with vendors and schedule services; perform bi‑weekly checks on shredder bins, inventory replenishment and appliance service requests for Aramark. Provide accurate reporting on space mapping and usage; update and maintain DAR staff list; assist DAR IT with office moves and provide nameplates for new office/cubicle assignments. Prepare training and informational materials and presentations for e‑facilities onboarding. Process procurement needs for Finance and Facilities and DAR Services’ Senior Associate Vice President’s department, DAR IT, DAR Data Analytics and Reporting, DAR Gifts Accounting Administration and Records, and other Central DAR departments. Process purchasing card and meeting card transactions for these departments/centers as needed. Act as backup support for financial activities to the Business Administrator (BA). Provide timekeeping support and approval for Central DAR staff in FMC and School and Center staff in Workday. Review existing facilities and procurement processes for efficiencies and proactively seek solutions. Assist Senior Accountant, Business Administrator and the Director of Budget and Facilities in the Year‑End Closing Process. Relate messages from Sweeten Alumni House and 3910 Chestnut to Senior Accountant and Director of Budget and Facilities; assist with follow‑up calls to FRES and JLL; assist the BA and Director with the Winter Break Staffing Memo; enroll staff in PET Membership. Qualifications High school diploma required; bachelor's degree preferred. Five to seven years of experience in a financial or business field; preferentially at the university or equivalent combination of education and experience. Knowledge of University’s financial policies, systems and procedures preferred. Ability to understand the complexities of a central office that works with all schools and centers. Proficient use of University systems: BEN Financials, Penn Marketplace, Concur, and Space of Penn. Working knowledge of Microsoft Excel, Word and PowerPoint. Excellent numerical aptitude and attention to detail. Effective interpersonal and communication skills (oral and written), ability to interact with various levels of staff throughout the University. Sensitivity to confidential materials. Location Philadelphia, Pennsylvania Benefits Health, Life, and Flexible Spending Accounts: comprehensive medical, prescription, behavioral health, dental, vision and life insurance benefits; tuition assistance for employees and dependents; generous retirement plans (Basic, Matching, Supplemental); extensive health and wellness programs; long‑term care insurance; professional and personal development resources; access to university libraries, athletic facilities and cultural events; discounts on arts, entertainment, transportation, mortgages and other services; flexible work hours; home‑ownership services; adoption assistance. Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class. Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job. #J-18808-Ljbffr